Checklist For Closing Files

CHECKLIST FOR CLOSING FILES Date Started: File No.: Client: Matter: Close File No.: Attorney: Initials: Responsible Initials Date Action Receptionist Notify accounting that file is to be closed. Secretary Check file for unfinished business, unpaid cost bills, etc. Secretary Prep for permanent storage: strip file of duplicate copies and legal pads, paper clips; remove staples, give research materials to law clerk for filing. Secretary Create record or index card for any out of state attorney, expert witness, etc. in research file. Attorney Send client Questionnaire if appropriate. Attorney Notify secretary if any forms or letters created during matter should be retained for general use instead of archived or deleted. Attorney Mark any documents that should be returned to client. American LegalNet, Inc. www.FormsWorkFlow.com Attorney Mark any documents that must be permanently preserved. Responsible Initials Date Action Attorney Mark file destroy date, if applicable. Secretary Delete or archive documents that will not be retained as active. Accounting Prepare final pre - bill/bill, if applicable. Accounting Zero out Trust Accounting Ledger for client matter. Accounting Mark OK to close if all categories are zero. Give file to receptionist. Receptionist Put matter in closed status. Transfer file to file room/clerk. File Clerk Stamp file closed. Make final review of checklist. Image and index all documents. File in closed section of file room numerically by closed file number. American LegalNet, Inc. www.FormsWorkFlow.com